IMPACT OF RECORD MANAGEMENT IN OFFICE ADMINISTRATION

CHAPETR ONE

1.0   INTRODUCTION 

1.1        Background of the study

1.2        Statement of problem

1.3        Objective of the study

1.4        Research Hypotheses

1.5        Significance of the study

1.6        Scope and limitation of the study

1.7       Definition of terms

1.8       Organization of the study

CHAPETR TWO

2.0   LITERATURE REVIEW

CHAPETR THREE

3.0        Research methodology

3.1    sources of data collection

3.3        Population of the study

3.4        Sampling and sampling distribution

3.5        Validation of research instrument

3.6        Method of data analysis

CHAPTER FOUR

DATA PRESENTATION AND ANALYSIS AND INTERPRETATION

4.1 Introductions

4.2 Data analysis

CHAPTER FIVE

5.1 Introduction

5.2 Summary

5.3 Conclusion

5.4 Recommendation

Appendix

 

 

Abstract

The study examined the impact of records management in office administration in Nigeria. Two null hypotheses guided the study. A descriptive survey research design was used for the study. The study was carried out in two selected States of Nigeria. The entire population comprising of 200 office managers was studied. A four point response item questionnaire was used as the instrument for data collection. Two experts in the department of business education and one expert in educational measurement and evaluation were given the drafted copies of the questionnaire for face and content validity. The data collected were analyzed using mean, chi-square statistics. The findings of the study showed that records’ keeping is very important for effective planning of the office. Despite the importance of records keeping on office management, it has been constrained by lack of funds, insufficient skills, poor storage, and lack of infrastructure etc.

 

 

 

CHAPTER ONE

INTRODUCTION

• Background of the study

Record keeping is a fundamental activity of public administration. Without records there can be no rule of law and no accountability. Public servants must have information to carry out their work, and records represent a particular and crucial source of information. Records provide a reliable, legally verifiable source of evidence of decisions and actions. They document compliance or non-compliance with laws, rules, and procedures. Governments can no longer justify taking action with little or no reference to past performance or future goals. Nor can they justify parallel or duplicate services when they can combine services and reduce costs. Client service, quality performance of tasks, and measurable outcomes are increasingly important responsibilities, and these aspirations all depend on accessible and usable records. Yet, in many countries around the world, record keeping systems are unable to cope with the growing mass of unmanaged records. This is particularly true in countries with limited financial or administrative resources or where records and archives managers lack training or professional development opportunities. Administrators find it ever more difficult to retrieve the information they need to formulate, implement, and monitor policy and to manage key personnel and financial resources. This situation impedes the capacity to carry out economic and administrative reform programs aimed at achieving efficiency, accountability, and enhanced services to citizens. Moreover, the decline, and in some cases total collapse, of record keeping systems makes it virtually impossible to determine responsibility for actions and to hold individuals accountable. The loss of control of records has consequences for all citizens, especially for the poorest who are least able to defend themselves. Relevant and accurate public records are essential to preserving the rule of law and demonstrating fair, equal, and consistent treatment of citizens. Without access to records, the public does not have the evidence needed to hold officials accountable or to insist on the prosecution of corruption and fraud. Moreover, the public suffers when inadequate information systems affect the delivery of programs. All aspects of public service, including health, education, pensions, land, and judicial rights, depend upon well-kept and well-managed records. Due to continuous technological changes in all facets of human endeavour, there has been drastic changes in the methods of records-keeping in Nigerian Universities. Records keeping is essential in all organized offices. This is because all organizations, including the Universities depend on information for their decision making and service delivery. The records of an organization such as the university system constitutes her corporate memory which supplement human memory as well as guide the effective planning, and decision making (Fasasi, 2004). Accurate and good records keeping are the bedrock of planning in the University setting (Popoola, 2000). According to him, if there is no information, the office management will be crippled in its ability to plan and make decision. Furthermore, Durosaro (2002) noted that records keeping helps in the effective planning and administration of a university. This is because records keeping plays an important role in effective and efficient management of an organization. It helps in the planning and implementation of appropriate course of actions, allowing proper monitoring of activities or tasks. Akube (1991) in his contribution noted that records keeping is meant to enhance the performance of tertiary institutions’ administration. Adequate records management coordinates and protects institutions records, sharpens the effectiveness of the records and helps to simplify intra organizational and communication problems. Asogwa (2004) opined that records of data generated in the course of execution of legitimate function of an institution should be kept and managed properly. Despite the importance record keeping in office management, it has been observed that these records as noted by Ugwunze (1992) to be poorly kept and managed by office managers, hence, he opined that school records should be properly kept and managed for proper utilization and retrieval when needed. A well-organized records keeping saves a lot of money for the management. It helps to control the quality and quantity of information that is created. This is important because information can be maintained in way that effectively serves the need of the organization and any information that are no longer necessary can be disposed of efficiently. Records are vital to virtually every aspect of the governance process. The effectiveness and efficiency of the public service across the range of government functions depends upon the availability of and access to information held in records. Badly managed records adversely affect the broad scope of public service reforms, and development projects are often difficult to implement and sustain effectively in the absence of well managed records.

Organized societies depend on the transmission of information on a day-to-day basis among individuals and groups, and upon the transmission of information through time to succeeding generations. Current recorded information of all media enables the dissemination and perpetuation of the information and cumulative knowledge required for the functioning of modern societies from both administrative and cultural perspectives. Records are essential to the principle of managerial accountability. Records are also a unique and irreplaceable source of information without which the distinctively human creative and adaptive characteristics cannot flower to the fullest extent possible. Archives preserve the heart, mind, spirit, conscience, and memory of a nation, of a people, a community, and an individual. Even those who cannot hear, speak, read or write benefit from the preservation and use of current records and historical archives. Accepted records management techniques extend a proven methodology for ensuring the economical, efficient, and effective access to current information required for timely and informed decision-making. When it is an integral part of the archival continuum, good records management can enable the preservation of records essential for legal, financial, fiscal, administrative, and operational purposes, as well as for historical and cultural reasons.

• STATEMENT OF THE PROBLEM

An organization receives and processes tremendous amount of information day in and day out but not all of them are records. A record is invariably linked to an organization’s official business and maintained as evidence. Accordingly, “records” can be defined as any recorded information or data in any physical format or media created or received by an organization during its course of official business and kept as evidence of polices, decisions, procedures, functions, activities and transactions. For example, a driving licence application will be kept as a record by the Transport Department of the Government as evidence of its business. It is on this premise that the researcher intend to investigate the impact of record management in office administration.

• OBJECTIVE OF THE STUDY

The main objective of the study is to ascertain the impact of record management in office administration, but to aid the successful completion of the study, the researcher intends to achieve the following specific objective;

1. To ascertain the impact of record management on organizational efficiency
2. To examine the merit of record keeping in office administration

• To ascertain the relationship between record keeping and office management

1. To examine the role of information in organizational decision making
   • RESEARCH HYPOTHESES

To aid the successful completion of the study, the following research hypotheses were formulated by the researcher;

H₀: record management does not enhanced management and organizational efficiency

H₁: record management do enhanced management and organizational efficiency

H₀²: there is no significant relationship between record keeping and and office management

H₂: there is a significant relationship between record keeping and and office management

• SIGNIFICANCE OF THE STUDY

It is believed that at the completion of the study, the findings will be of great importance to the secretary of the organizations as the study seek to explore the importance of record management in office administration in Nigeria, the study will also be useful to the accounting unit of the firm as the findings will aid them in proper efficient record management and documentation of office records. The study will also be useful to academia’s, researchers and the general public as the study will add to the pool of existing literature and contribute to knowledge.

• SCOPE AND LIMITATION OF THE STUDY

The scope of the study covers the impact of record management in office administration, but in the cause of the study, there are some factors which limited the scope of the study

1. a) AVAILABILITY OF RESEARCH MATERIAL: The research material available to the researcher is insufficient, thereby limiting the study
2. b) TIME: The time frame allocated to the study does not enhance wider coverage as the researcher has to combine other academic activities and examinations with the study.
3. c) Organizational privacy: Limited Access to the selected auditing firm makes it difficult to get all the necessary and required information concerning the activities.

1.7 DEFINITION OF TERMS

Record keeping

The maintenance of a history of one’s activities, as financial dealings, by entering data in ledgers or journals, putting documents in files, etc

Record management

Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time

Office administration

Office administration is a set of day-to-day activities that are related to financial planning, record keeping & billing, personnel, physical distribution and logistics, within an organization

1.8 ORGANIZATION OF THE STUDY

This research work is organized in five chapters, for easy understanding, as follows

Chapter one is concern with the introduction, which consist of the (overview, of the study), historical background, statement of problem, objectives of the study, research hypotheses, significance of the study, scope and limitation of the study, definition of terms and historical background of the study. Chapter two highlights the theoretical framework on which the study is based, thus the review of related literature. Chapter three deals on the research design and methodology adopted in the study. Chapter four concentrate on the data collection and analysis and presentation of finding.  Chapter five gives summary, conclusion, and recommendations made of the study

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